Set up QuickBooks after your Dataswitcher migration

Run and compare these QuickBooks Online reports with those from your previous system (Sage 50 or Xero):

• Balance Sheet
• Trial Balance (all dates)
• Customer Balance Summary
• Supplier Balance SummaryVAT Summary for most recent period

Check for:

• Discrepancies in customer/supplier balances
• Missing transactions
• Unexpected account totals

If anything looks incorrect, contact QuickBooks Support for help before proceeding.

QuickBooks Online doesn’t import business info like your name, address, or contact email. To update:

1. Go to Settings, then Account and settings.
2. Under the Company tab, add your:
   • Company name
   • Legal and trading address
   • Billing email (for invoices from QuickBooks)
   • Customer-facing email (for clients)
3. Select Save.

1. Go to Taxes, then VAT.
2. Select the Edit VAT dropdown, then Edit settings.
3. Add your:
   • VAT registration number
   • Start date
   • Filing frequency (monthly/quarterly)
   • VAT accounting scheme (Standard, Cash, Flat Rate)
4. Select Save.

Note: This must be done before you file your first VAT return in QuickBooks.

1. Go to Taxes, select VAT, then select Prepare Return.
2. Set the Start and End date of the last VAT period before conversion
3. Select Mark as filed and confirm.

Then:

1. Go to Transactions and select Chart of accounts.
2. From the Chart of Accounts, choose VAT Suspense account, select Account history.
3. Find the journal entry, select Edit.
4. Select Reverse to balance the VAT account.
5. Optionally add a note like “Post-migration adjustment”.
6. Select Save.

QuickBooks doesn’t know which transactions were already reconciled. To fix this:

1. Go to Settings ⚙ and select Reconcile.
2. Choose a bank account, enter the ending balance and date (from before conversion).
3. Select Start reconciling.
4. Tick all transactions that were cleared before migration.
5. Untick any uncleared items.
6. When the difference is zero, select Finish now.
7. Repeat this process for all connected bank accounts.

After conversion, credits or payments may not link to invoices. Fix this by:

Option A: Auto-link credits

1. Go to Settings ⚙ and select Accounts and settings.
2. Select the Advanced tab.
3. In the Automation section, select Edit.
4. Turn on Automatically apply credits, then Save.

Option B: Manually link payments

If you prefer to link manually:

1. Open the invoice.
2. Select Receive Payment.
3. Match with existing credits or create a new payment (with £0.00 if needed).
4. Save and close.

To show your petty cash as a bank account:

1. Go to the Chart of accounts.
2. Find your petty cash account.
3. Edit the Account type to “Cash at bank and in hand”.
4. Set Detail type to “Cash on hand”.
5. Save.

It will now appear in your Banking dashboard.

If your home currency values don’t align after conversion:

1. Go to Settings, then select Currencies.
2. Select a currency and select Revalue.
3. Enter the correct exchange rate and adjustment date.
4. Save.

QuickBooks will automatically create journal entries to fix currency imbalances.

Sage 50 may split retained earnings into two lines:

• Retained earnings Sage50: Cleared year-end earnings
• Uncleared P&L earnings: Items not closed correctly in Sage

This is normal—but make sure you’re happy with the figures. If needed, discuss adjustments with your accountant.